PLY

Label 200-

N

1

Certificate of Mailing USPS Customer Webinar

January 2016

Presented on January 21, 2016 by:

Suzanne Newman, Product Development Specialist, Sr.

Kelley Selfridge, Acting Product Development Specialist

To view/listen to audio of this presentation: Click Here

Agenda

Overview

Service Options

Form Facsimiles and COM Tool

Resources

Questions

Agenda

Effective May 31, 2015, two new domestic Certificate of Mailing PS Forms created:

May 2015 Changes to Certificate of Mailing (COM)

Other changes: • Revised PS Form 3606 for International Certificate of Bulk Mailing only

• Grace period for forms implementation for existing USPS- Approved facsimiles:

• i.e. facsimile Forms: 3877 in lieu of 3665 and 3606 in lieu of 3606-D

• Fewer than 50 pieces and less than 50 pounds: presented at Retail

• At least 50 pieces or 50 pounds: presented at BMEU/DMU

PS Form 3665, Certificate of Mailing – Firm (Domestic)

PS Form 3606-D, Certificate of Bulk Mailing, Domestic

3

PLY

Label 200-

N

Certificate of Mailing-Individual

4

Description: Only available at the time of mailing and provides evidence that mail has been presented to the

USPS for mailing. Individual certificate and firm mailings must show the names and addresses of the sender

and the addressee(s). Each individual form is postmarked (round-dated) at the time of mailing and the form(s)

are returned to the mailer to serve as their receipt.

PS Form 3817 – Individual-at Retail Only

ELIGIBLE CLASSES OF MAIL

• Priority Mail

• First-Class Mail

• First-Class Package Service

• USPS Retail Ground

• Bound Printed Matter

• Library Mail

• Media Mail PS Form 3665 – Firm- replaces use of PS Form 3877 Firm Sheets

5

Certificate of Mailing-Individual

SERVICE OPTIONS

• Certificate of Mailing

(PS Form 3817 for less than 3 individual pieces presented at one

time, available at retail only).

• Certificate of Mailing-Firm (PS Form 3665-Firm (Domestic) for 3 or more individual pieces

presented at one time).

TOP CUSTOMERS

1. Finance and Insurance

2. Retail Trade

3. Public Administration

4. Administrative and Support; Waste Management;

and Remediation Services

5. Management of Companies and Enterprises

ADDITIONAL COMBINED SERVICES

• Special Handling

• Parcel Airlift (PAL)

PLY

Label 200-

N

Certificate of Bulk Mailing (COBM)

6

Description

Certificate of Bulk Mailing is only available at the time of mailing and provides evidence that a certain number of identical-weight mailpieces have been presented to the USPS for mailing.

• Fewer than 50 pieces and less then 50 pounds will be accepted at retail locations

• More than 50 pieces or 50 pounds will be presented at the BMEU or DMU (fewer if management deems reasonable)

PS Form 3606 – D, January 2016 Certificate of Bulk Mailing (Domestic)

ELIGIBLE MAIL CLASS

• Priority Mail

• First-Class Mail

• First-Class Package Service

• USPS Retail Ground

• Parcel Select

• Parcel Select Lightweight

• Standard Mail

• Bound Printed Matter

• Library Mail

• Media Mail

7

Certificate of Bulk Mailing

SERVICE OPTIONS

• Certificate of Bulk Mailing

(PS Form 3606-D (Domestic) .

TOP CUSTOMERS

1. Finance and Insurance

2. Accommodation and Food Services

3. Professional, Scientific, and Technical Services

4. Retail Trade

5. Arts, Entertainment, and Recreation

ADDITIONAL COMBINED SERVICES

• Special Handling

• Parcel Airlift (PAL)

Recap of MTAC 170 Workgroup on COM

8

Final Mailers Technical Advisory Committee (MTAC) 170 Workgroup meeting held

December 2, 2015.

MTAC outcome included DMM changes announced in the Postal Bulletin dated

December 24, 2015. Highlights:

1. June 2, 2017, COM Forms compliance date- no 3877 facsimiles

2. Central Approval of Facsimiles to HQ (COM_FACSIMILE@usps.gov)

3. Clarification of Format for “Nearly Identical”

4. Sequential Page Numbering (Page__of__ )

Next Steps:

• COM TOOL-Automated Option to include interface with PostalOne!

o Pending Funding Approval

• Forms/Communication Highlights:

o Jan 2016: Domestic PS FORM 3665-COM-Firm and 3606-D COBM

o Internal Communications to Managers Business Mail Entry and

Postmasters

o Postmarking Corrections

Recent DMM Revisions

DMM January 17, 2016 revisions for approval of privately printed COM Form

facsimiles:

• Mailers may use their current USPS-approved privately printed PS Form 3877 as

a domestic Certificate of Mailing-Firm in lieu of the PS Form 3665 until Friday,

June 2, 2017.

• Mailers may use their current USPS-approved privately printed PS Form 3606 as

a domestic Certificate of Bulk Mailing in lieu of the Form 3606-D until Friday,

June 2, 2017.

9

10

Privately Printed Certificate of Mailing-Firm

Privately Printed Forms

If authorized, a mailer may use privately printed Certificate of Mailing forms (i.e.

facsimiles) for domestic mail only, if the forms are nearly identical in design

elements and color to the applicable USPS form. Prior to use, mailers must send a

sample of their privately printed form to COM_FACSIMILE@usps.gov for review

and approval.

PS Form 3665, Certificate of Mailing – Firm (Domestic) – (Instructions)

5.0 Certificates of Mailing

Mailer Preparation

• c. When the number of articles presented exceeds the allotted space on the form,

use multiple sheets, and in the provided blank spaces in the lower left of the form,

number them consecutively to show sheet number and total number of sheets

(such as “Page 1 of 4,” “Page 2 of 4,” etc.).

Additional DMM Clarifications

Standards formerly under 503.1.0 Basic Standards for All Extra Service were

relocated to 503.5.0 Certificates of Mailing standards:

11

COM Facsimile-Approval email

12

Test 3665D3005-XYZ Mailer.pdf

XYZ Insurance Company PM or MBME @ XYZ mailing ZIP Codes

COM Facsimile Approval-Watermark

13

USPS Approved Facsimile watermark

Postmarking and Postmarking Corrections

14

Postmarking

• Ensure multiple pages are sequentially numbered.

• Forms, including USPS-Approved facsimiles, must be postmarked on each page

by the USPS.

• Customers presenting Certificate of Mailing-Firm with a summary sheet may not

request that only the summary sheet be postmarked.

Postmarking Corrections

• Mailers requesting USPS review of Certificate of Mailing firm pages not legibly

postmarked or with missing postmarks may submit their request within three

business days from the date originally presented to USPS.

• The mailer must present the entire Certificate of Mailing-Firm (all pages/firm

sheets) previously verified by USPS when requesting a review of any page that they

claim is missing a postmark.

• If the USPS can confirm that there was an administrative oversight, with authorization

by the Postmaster or USPS manager, the designee may correctly postmark the

page(s) not previously postmarked with the original date of the Certificate of Mailing.

Next Steps-COM Tool Overview

15

COM Tool is proposed to:

Standardize Certificate of Mailing Form (PS Form 3665 and 3606-D).

Eliminate the need for privately printed mailer generated Forms.

Eliminate confusion during acceptance and sampling process.

Eliminate cost to mailer to develop ability to barcode Certificate of Mailing

Forms.

Allows for barcoded COM Forms that will start the clock on acceptance of

shipments.

Forms will continue to have a postmark (round-date) stamp.

Barcode on forms will allow USPS to identify mailer’s by their MID.

DRAFT COM Tool-Business Customer Gateway

COM Tool on Business Customer Gateway (BCG):

16

Customer will:

Register at

the BCG.

Obtain a

Mailer

Identification

(MID).

Go to

Certificate of

Mailing Tool

under

Mailers

section on

BCG.

DRAFT COM Tool-COM Firm

Proposed format for

PS Form 3665-Firm:

• Customer must populate

and provide the Sender’s

information, sender’s MID,

along with addressee

information and postage

and fees; either manually

entered or via flat file or

CSV upload*. Automated

option, mail.dat or mail.xml

or partial upload of unique

identifier with names and

addresses.

*Uploaded files are

automatically encrypted.

17

Check type of mail: _Priority Mail _First-Class Mail _First-Class Package Service _Bound Printed Matter _Library Mail _Media Mail

PS Form 3665, Certificate of Mailing-Firm (Domestic) AMF ________ Form 3606-D Certificate of Bulk Mailing ________ Form 3665 Certificate of Mailing-Firm ________ Download Form 3665 template ________ About AMF

-CONFIDENTIAL INFORMATION-Do not duplicate this slide or the information therein. If you are not the intended recipient of this information, you are hereby notified that any retention, dissemination, or distribution, or copying of this communication is strictly prohibited.

• Register/access COM Tool at the Business Customer Gateway-Mailer’s Section

PS Form 3665-Firm

• Customer validates that

the addressee

information, postage

and fees are accurate

before printing.

• Customer has the ability

to save the file as .pdf

for their internal use.

• Data stored for 180

days-same as PO!

18

PS Form 3665, Certificate of Mailing-Firm (Domestic) AMF ________ Form 3606-D Certificate of Bulk Mailing ________ Form 3665 Certificate of Mailing-Firm ________ Download Form 3665 template ________ About AMF

SH PAL

DRAFT COM Tool-Firm

-CONFIDENTIAL INFORMATION-Do not duplicate this slide or the information therein. If you are not the intended recipient of this information, you are hereby notified that any retention, dissemination, or distribution, or copying of this communication is strictly prohibited.

DRAFT COM Tool-Sample Barcoded PS Form 3665

19

BARCODED FORM IS GENERATED

TOTAL NO. of Pieces TOTAL NO. of Pieces

Listed by Sender Received at Post Office ______________

______________

Postmaster, Per (Name of receiving employee) ______________________________________________

SH PAL

PS Form 3665, Certificate of Mailing-Firm VERSION DATE Page 1 of 7

-CONFIDENTIAL INFORMATION-Do not duplicate this slide or the information therein. If you are not the intended recipient of this information, you are hereby notified that any retention, dissemination, or distribution, or copying of this communication is strictly prohibited.

2015 Price Change 20

Resources

Name Location Customer

Postal Explorer

http://pe.usps.gov/ Internal/External

Domestic Mail Manual

http://pe.usps.gov/text/dmm300/summary_of_changes.htm

Internal/External

DMM Advisory

Special email update. Subscribe via e-mail: dmmadvisory@usps.com Internal/External

Price List (Notice 123)

http://pe.usps.gov/text/dmm300/Notice123.htm Internal/External

Postal Bulletin

http://about.usps.com/postal-bulletin/welcome.htm

Internal/External

RIBBS http://www.ribbs.usps.gov/ Internal/External

New or revised Extra

Service forms can either

be printed by customers at

(top) or, ordered online at:

http://about.usps.com/forms-publications/welcome.htm

(PS Forms 3606, 3606-D, 3665, 3806, 3811-A, and 3877)

https://store.usps.com/store/

(PS Forms 153, 3800, 3811, 3813, 3813-P, and 3816)

External

Contacts

Need information:

ShippingServices@usps.gov

Certification of privately printed domestic

Certificate of Mailing PS Forms:

COM_FACSIMILE@usps.gov

21

PLY

Label 200-

N

2

2

Certificate of Mailing

Questions